Business Development PROJECT ADMINISTRATOR

SUMMARY:
Business Development PROJECT ADMINISTRATOR

POSITION INFO:

POSITION PURPOSE:

To provide project, administrative and in some cases technical support to business development manager and contract management teams.  As well as to support project accountants/depot administrators. To maintain neat, orderly, complete client records, legal documents and project files. To support Business Development Manager’s activities and to be flexible in assisting other team members as needed.

ESSENTIAL FUNCTIONS & BASIC DUTIES:

1. Assumes responsibility for working with projects, team members and customers while maintaining complete and accurate records for multiple jobs and contracts. 
2. Assumes responsibility for performing clerical support functions (varies based upon the need).
3. Assumes responsibility for assisting project accountants when needed. Especially with assisting to set up service items in Nav with the project accountants.
4. Assumes responsibility for establishing and maintaining effective communication and coordination with Company personnel, including Management.
5. Assists with maintaining schedules, organizing and attending meetings, taking minutes, and the administrative task for client records. 
6. Assumes responsibility for organizing meetings and maintaining schedules
7. Tracks Business Development activities against budgets
8. Tracks client invoices against budgets
9. Tracks contract KPIs  
10. Use of most current templates for standard documents.
11. Develops monthly report on their activities against KPIs
12. Develops quotes and assists with tenders under the direction of business development manager

SPECIFIC DUTIES:

1. Meets telephonically or in person with business development manager for 1:1 at least 1 time per week. 
2. Works closely with Business Development Manager to support their activities especially related to submission of quotes, proposal project management and ensuring expectations of clients are always met
3. Tracking submittals, quotes and proposals, keeps electronic/shared folders up to date, drafts, reviews and sends out meeting minutes.
4. Follows up with subcontractors or team members to ensure the proper documents are received; and other needs as required.
5. Schedules calendar, attends meetings, assists with travel planning
6. Tracks and assists with quote development.
7. Review each project’s Job Start.  Understand the billing/payment cycle and assist in coordinating PFI submission.
8. Drafts contract to ops turnover documents.
9. Update sales reports and case studies  
10. Check each BD Manager’s emails periodically, particularly when they are out of the office for vacations, meetings, etc. and distribute items appropriately.
11. Assist with managing BD Manager schedule.
12. Coordinate with others if they are absent at meetings.
13. Track submitted proposals and debtors days for major clients
14. Create draft Change Orders
15. Keep electronic records on shared file
16. Assist Manager on bid process and bid requirements date, Add business card contacts into BD manager’s Outlook Contacts.
17. Update/enter job information in Job Summary form.
18. Maintain open and frequent communication with the Project Manager / contract manager and BD manager to ensure priorities are set and expectations are clear.
19. Attend meetings when required. 
20. Meet with internal mentor at least 1x per month
21. Assist project and depot administrators with service item creation. 
22. Other Duties may change from time to time at the employer’s discretion.
23. Maintain records on HubSpot under direction of BDM.

PERFORMANCE MEASUREMENTS:

1. Records of 1:1 meetings
2. Records of budget year to date for project management team
3. Project and documents, records, and reports are accurate, complete, prepared and filed in a timely manner.
4. Good communication and coordination exist with Company personnel. Assistance and support are provided as needed.
5. Management is appropriately informed of activities and schedules.
6. Maintains records on HubSpot

QUALIFICATIONS:

Education: High school graduate required. University/college preferred.

Required Knowledge: Knowledge of related computer applications (Excel, Word, Powerpoint, etc.) and familiarity with business development, client service.  Must be fluent in Portuguese and English. 

Experience Required: Skills/Abilities: previous related experience a plus. 

• Familiarity with energy, mining and transport/logistics/construction background preferred.

• Good computer literacy and telephone acumen. 

• Attentive to detail, accurate and well organized is a must have skill

• Cooperative and willing to assist others and work in a team environment

• Ability to communicate both verbally and in writing in a professional manner in Portuguese and English

• Translation experience is a plus

• Experience with HubSpot, Navision and similar a plus

 

LOCATION:

Initially: The position will be based in Pemba. 

Permanently: It is anticipated that in 2022 the position will be located in a shared office in Maputo. 

 

NB! This job is now closed. You can apply for other jobs by uploading your CV.

---